Digital records management for remote workers
Submitted by Lead Records Analyst Jackie DiOrio,
When working remotely, keep in mind that any records created or received on any device belong to the Regents of the University of California, and all UC records on personal devices are still subject to eDiscovery and California Public Records Act requests.
So, even though you’re at home, you are still creating UC records. Now is the perfect opportunity to hone those digital records management skills.
- Remember privacy. It is your job to protect confidential items from being exposed. Avoid saving these items to personal devices and be cognizant of the location of your printed materials.
- Store appropriately. Save files to Box or SharePoint, and provide access permission to other authorized personnel as appropriate. Do not store files on your computer hard drive. At UCOP, computer hard drives are not backed up and you could lose records if your system crashes.
- Know retention periods. Consult the UC Records Retention Schedule to find out how long you should keep certain records, especially those common to your area. If you have questions, email email@example.com.
- Develop consistent folder and file naming standards. Create a logical set of folders and file names that help you know where to store and retrieve records.
- Recognize historical records. Be aware when you’re creating a record that documents a decision or program activity. This could be a permanent historical record. Many records related to UC’s decisions around COVID-19 could be very important in the future.
- Avoid multiple copies. Be conscious about what you’re putting on a personal device. Try to avoid creating copies of records in various places that you will need to manage.
- Purge old files. Go through your electronic files and purge the digital ROT (redundant, obsolete, or trivial materials)! A big aspect of records management is getting rid of materials you don’t need – like old drafts.
- Don’t leave UC records at home. When you return to working on site, be sure to bring back any hard copy records you may have taken home. Remember to delete any UC records you’ve saved to a personal device once you’ve uploaded them to an appropriate UC location.
Do you have some time for training while sheltering at home? A couple of recorded webinars can give you more tips.
- Shared Drives and Records Compliance Week
- D-TOKs: Getting rid of paper and electronic non-records that are no longer needed
If you have any questions, please contact records management at firstname.lastname@example.org or (510) 987-0399.Tags: records management, telecommuting